How to Add Your Email Account in Microsoft Outlook – Desktop & Mobile

This guide explains how to configure your email account in Microsoft Outlook on Windows, Outlook for Android, Outlook for iPhone/iPad, and mobile mail apps.

You can configure your mailbox using IMAP or POP3. For most users, IMAP is recommended because it keeps your emails synchronised across multiple devices.

Before You Begin

Make sure you have the following information:

Recommended Email Settings

IMAP – Recommended

• Incoming Server: Your mail server hostname
• Port: 993
• Security: SSL/TLS

POP3

• Incoming Server: Your mail server hostname
• Port: 995
• Security: SSL/TLS

SMTP

• Outgoing Server: Your mail server hostname
• Port: 465
• Security: SSL/TLS

If your mail server supports STARTTLS, you can alternatively use:

• SMTP Port: 587
• Security: STARTTLS

Important: Replace the example email address and server hostname with the details provided for your hosting/email account.

Part 1 — Add Email Account in Microsoft Outlook on Windows

Method 1 — New Outlook for Windows

Step 1 — Open Outlook

Open Microsoft Outlook on your Windows computer.

Step 2 — Open Account Settings

Open Outlook settings and go to:

Accounts → Your accounts

Select Add Account.

Step 3 — Enter Your Email Address

Enter your complete email address.

Example:

yourname@yourdomain.com

Click Continue.

Step 4 — Enter Your Password

Enter the password for your email account when prompted.

Continue with the setup.

Step 5 — Complete the Setup

Once Outlook successfully connects to the mail server, your mailbox will be added.

Open your Inbox and send a test email to confirm that sending and receiving are working correctly.

Classic Outlook for Windows

If you are using the classic version of Microsoft Outlook, follow these steps.

Step 1 — Open Account Setup

Open Outlook and select:

File → Add Account

Step 2 — Enter Your Email Address

Enter your complete email address.

Example:

yourname@yourdomain.com

Select Connect.

Step 3 — Select Manual Setup if Required

If Outlook cannot automatically configure the account:

1. Select Advanced options.
2. Enable Let me set up my account manually.
3. Select Connect.

Step 4 — Select IMAP or POP

Outlook will display the available account types.

Select:

IMAP

for the recommended multi-device configuration.

If you specifically require POP3, select POP.

IMAP Settings

Enter the following settings:

For example:

Username: yourname@yourdomain.com

POP3 Settings

If you choose POP3:

SMTP Settings

SMTP is used for sending emails.

If your mail server supports STARTTLS, you may use:

Port 587 — STARTTLS

Step 5 — Complete Outlook Setup

After entering the server settings:

1. Click Next or Connect.
2. Enter your email password.
3. Allow Outlook to verify the settings.
4. Click Finish.

Your email account should now appear in Outlook.

Part 2 — Add Email Account on Android

There are two common ways to configure email on Android:

• Microsoft Outlook for Android
• Gmail / Android Mail app

IMAP is recommended for most users.

Option A — Outlook App for Android

Step 1 — Open Outlook

Install and open the Microsoft Outlook app on your Android device.

Tap your profile icon/menu and open Settings.

Step 2 — Add Your Email Account

Select:

Add Account → Add Email Account

Enter your complete email address.

Example:

yourname@yourdomain.com

Continue.

Step 3 — Select IMAP or POP3

If Outlook asks you to select an account type, choose:

IMAP

for the recommended configuration.

If you specifically require POP3, select POP3.

Step 4 — Enter Incoming Mail Settings

For IMAP:

• IMAP Server: Your mail server hostname
• Port: 993
• Security Type: SSL/TLS
• Username: Your complete email address
• Password: Your email password

For POP3:

• POP3 Server: Your mail server hostname
• Port: 995
• Security Type: SSL/TLS
• Username: Your complete email address
• Password: Your email password

Step 5 — Enter SMTP Settings

Enter your outgoing mail settings:

• SMTP Server: Your mail server hostname
• Port: 465
• Security Type: SSL/TLS
• Username: Your complete email address
• Password: Your email password

If required by your mail server, use:

SMTP Port 587 — STARTTLS

Step 6 — Finish Setup

Save the settings and allow Outlook to synchronise your mailbox.

Send a test email to confirm that outgoing and incoming mail are working.

Option B — Gmail App on Android

If you want to use the Gmail application to access your hosting email:

Step 1

Open the Gmail app.

Tap your profile picture in the top-right corner.

Select:

Add another account

Step 2

Select:

Other

This option is used when adding a standard email account that is not hosted by Google.

Step 3 — Enter Your Email Address

Enter your complete email address.

Example:

yourname@yourdomain.com

Tap Next.

Step 4 — Select IMAP

Select:

Personal (IMAP)

IMAP is recommended when you use the same email account on multiple devices.

Step 5 — Enter Your Password

Enter your email account password.

Tap Next.

Step 6 — Enter Incoming Server

For IMAP:

IMAP Server: Your mail server hostname

Port: 993

Security: SSL/TLS

Tap Next.

Step 7 — Enter Outgoing Server

Enter:

SMTP Server: Your mail server hostname

Port: 465

Security: SSL/TLS

If required, use:

587 — STARTTLS

Tap Next.

Step 8 — Complete Setup

Set your preferred synchronisation options and finish the setup.

Your emails should now appear in the Gmail application.

Part 3 — Add Email Account on iPhone / iPad

You can add your email account to the built-in Apple Mail application.

Step 1 — Open Settings

Open:

Settings → Apps → Mail → Mail Accounts

Tap:

Add Account

Step 2 — Select Other

For a standard hosting email account, select:

Add Other Account → Mail Account

Step 3 — Enter Account Information

Enter:

Name: Your name

Email: yourname@yourdomain.com

Password: Your email password

Description: Work Email

Tap Next.

Step 4 — Select IMAP or POP

If Apple Mail cannot automatically identify the server settings, select:

IMAP

or

POP

For most users, choose IMAP.

Step 5 — Enter Incoming Mail Server

For IMAP:

Host Name: Your mail server hostname

User Name: Your complete email address

Password: Your email password

Port: 993

Security: SSL/TLS

Step 6 — Enter Outgoing Mail Server

Enter:

Host Name: Your mail server hostname

User Name: Your complete email address

Password: Your email password

Port: 465

Security: SSL/TLS

If required by your mail server:

Port 587 — STARTTLS

Step 7 — Save

Tap Next.

Allow Apple Mail to verify the settings.

Once verification is completed, tap Save.

Your email account will now be available in the Apple Mail application.

IMAP vs POP3 — Which Should I Choose?

IMAP

Recommended for most users.

IMAP keeps your email synchronised with the mail server.

For example, if you read an email on your phone, it will also appear as read when you open Outlook on your computer.

Use IMAP when you access the same mailbox from:

• Desktop
• Laptop
• Android phone
• iPhone/iPad
• Multiple devices

POP3

POP3 downloads email from the mail server to the configured device.

It is more suitable when you specifically want a download-based setup, such as using one primary computer.

SMTP

SMTP is used for sending outgoing emails.

Email Server Port Quick Reference

Quick Setup Summary

For most users, the recommended configuration is:

Incoming Mail — IMAP

Server: Your mail server hostname

Port: 993

Security: SSL/TLS

Outgoing Mail — SMTP

Server: Your mail server hostname

Port: 465

Security: SSL/TLS

Alternative SMTP

Port: 587

Security: STARTTLS

Username: Your complete email address

Password: Your email account password